2018 multicultural festival stallholders … · national multicultural festival event team festival...

2018 MULTICULTURAL

FESTIVALSTALLH OLDERS

INDUCTION SESSIO N

N AT I O N A L M U LT I C U LT U R A L F E S T I VA L E V E N T T E A M

Festival Director- Azra Khan

Phone: 62050522 or Email: Azra.Khan@act.gov.au

Event Operations Manager -Salar Ayoubi

Phone: 6207 1380 or Email: Salar.Ayoubi@act.gov.au

Event Entertainment Coordinator

Phone: 6207 8698 or Email: Ara.Cho@act.gov.au

Event manager publicist Renee Cutrupi

Phone: 6205 3883 or Email: Renee.Cutrupi@act.gov.au

Program and Administration Anna Chikali-Westcott

Phone: 6207 8708 or Email: Anna.Chikali-Westcott@act.gov.au

We are delighted to be

working alongside our

community partners to help

bring the 2018 National

Multicultural Festival to life.

With lots of innovative and

exciting elements added to

the mix, Canberra’s favourite

annual event (now in its 22nd

year!) is bound to be one of

the best on record.

INTRODUCTION

The key objective of the annual National Multicultural Festival is to

provide a platform for the celebration of the rich cultural diversity of

the Australian Capital Territory through the participation by members

of multicultural community groups showcasing their respective cultural

traditions and heritage.

2018 Schedule

Marquees erected in Civic from Mon 12 Feb 2018

Festival begins Fri 1600 16 Feb 2018

Festival ends Sun 1800 18 Feb 2018

INTRODUCTION

Community Services Directorate is responsible for the overall project

management of the National Multicultural Festival, and also manages

the entertainment, community liaison, traffic management and

promotion of the event.

FESTIVAL CHAIN OF COMMAND

EVENT DAY ROLES

The event management structure will include

a Festival Director, Project Manager,

Operations Coordinator, WHS Coordinator,

Entertainment Coordinator and at each stage;

Stage Managers and MC’s, Security

Supervisor and service providers

EVENT COMMAND CENTREFestival Information Stall will be located at front of Canberra Centre

near water fountain.

Comprises Festival Staff

Festival Operations Centre Function Room- Level 2 Theo Notaras

Multicultural Centre

Direct communication with emergency services, security and safety

REGULATORY STRUCTURE

WorkSafe ACT - WHS

Access Canberra– Liquor Permits

ACT Health Directorate – Health Inspectors, general hygiene

Transport Canberra and City Services Directorate – Road closures

AFP – Liquor and anti-social behaviour, general policing duties

SITE RULES

The following behaviors are not permitted onsite

Taking or being under the influence of alcohol or drugs

Violence, bullying, pranks or horseplay

Sexual harassment or racial vilification

Report any issues to your Festival Staff and area

wardens

GENERAL SAFETY CONSIDERATIONS

Bullying is the repeated unreasonable behaviour

directed towards a worker or a group of workers

that has the potential to cause harm to the

health and safety of the worker / workers.

Unreasonable behaviour is behaviour that is

offensive, humiliating, degrading or threatening

GENERAL SAFETY CONSIDERATIONS

To prevent bullying please ensure you:

Be respectful and courteous

Be inclusive and tolerant

Support others who may have been bullied

Report bullying to your supervisor or festival personnel

If you feel you are the victim of bullying please talk to your

supervisor or festival personnel

GENERAL SAFETY CONSIDERATIONS

Fatigue – if you feel fatigue taking over talk to your

supervisor. Make sure you vary your tasks and take

regular breaks. Ensure you remain hydrated by

drinking water.

Stress – all work involves some responsibilities,

problems, expectations and pressures. Stress is a

person’s reaction to these demands. If you feel you

cannot cope please talk to your supervisor

GENERAL SAFETY CONSIDERATIONS

Working with people – customer service & handling complaints:

It is not you personally that is the problem ... It is the problem itself!

Stay calm

Listen carefully

Display empathy

Identify the issue

Do not apportion blame

Resolve the problem

Seek assistance from your supervisor

Report the issue

UV RADIATION

Stallholders MUST provide their workers with Sun Screen

and other PPE (hats and sunglasses) – please ensure

PPE worn at all times when outdoors

Maintain hydration – drinking water supplied in Festival

Stall

MANUAL HANDLING

Manual handling is any activity where a person is

required to use force to push, pull, lower, lift, hold or

restrain a person, animal or objects.

Injuries may include:

Sprains and strains

Neck and back injuries

Slips, trips and falls

Cuts, bruises and broken bones

Occupational overuse syndrome (OOS)

MANUAL HANDLING

Ways to reduce manual handling risks

Lighten loads

Reduce bending, twisting, reaching

movements

Use team lifting

Use mechanical assistance (eg. Trolleys etc.)

Prevent muscle strain and fatigue by warming

up before working, having adequate rest

breaks, allow time to adjust to new tasks

SLIPS TRIPS AND FALLS

Causes may include

Slippery surfaces

Sudden changes in floor surfaces and levels

Inadequate lighting

Unsuitable clothing and footwear

Obstructions in work areas and access ways

Ways to help prevent slips trips and falls:

Clean all spills as soon as practicable

Place signage in area

Keep all access ways clear

Maintain clear visibility when carrying loads

HAZARDOUS SUBSTANCES

A hazardous substance can be any substance; solid,

liquid or gas; that may cause harm to you and/or the

environment

A Safety Data Sheet (SDS) MUST be available for all

substances

An SDS will explain how to safely use, store & transport

the substance and must be understood by anyone using

the substance

An SDS must be provided to, and understood

by, a person using the substances in the workplace.

HAZARDOUS SUBSTANCES

Ways to minimise risks when using substances:

Follow safe work procedures

Wear the appropriate PPE

Do not eat, drink or smoke when working with substances

Do not store food or drink near the substance

Wash your hands and face and any exposed areas

before eating or after going to toilet

Read all safety information

ELECTRICAL SAFETY

All electrical shocks, short circuits and/or power outages must

be reported to festival management

All portable electrical equipment must be tested and tagged in

accordance with AS/NZS 3760:2010

Disconnect damaged appliances and ensure any frayed leads

or damaged power points are replaced

NO double adaptors/piggyback plugs or power boards are to

be used without permission from Electrical Contractors

ALL electrical supplies will cease 30 minutes after Festival

closure.

ELECTRICAL SAFETY

Ensure appliances are switched off at the power point before

pulling out the plug

Wherever reasonably practicable, keep electric leads off the

floor to reduce risk of damage and to prevent trip hazards.

Where leads must be run along the ground ensure they are

protected from damage and covered to prevent trip hazards

ELECTRICITY

NMF has an electrical contractor on site

Stallholders required to pay for their electrical requirements

All portable electrical equipment must be tested and tagged within last 3 months

No double adaptors are permitted

Electricians and Safety Officers will be carrying out inspections for compliance

PLANT & EQUIPMENT

When working with mechanical equipment wear the

appropriate PPE

Faulty or damaged equipment should be tagged so that it

cannot be used until repaired.

Only person who attached the tag may remove the tag

PERSONAL PROTECTIVE EQUIPMENT

ALL WORKERS MUST ADHERE TO THE EQUIPMENT AND CLOTHING REQUIREMENTS FOR THEIR SPECIFIC WORK AREA ON SITE. THE STALLHOLDER MUST PROVIDE APPROPRIATE PPE TO THEIR WORKERS.

FAILING TO COMPLY WITH PPE REQUIREMENTS MAY LEAD TO YOU BEING EXCLUDED FROM SITE.

EMERGENCY PROCEDURES

In event of an evacuation, Wardens will direct persons to an

assembly area.

DO NOT return to an evacuated area until instructed to do so.

Wardens’ instructions MUST be obeyed at all times

A list of Wardens can be found in the Festival operation Centre

and the Festival Stall

INJURIES & INCIDENT REPORTS

All injuries & incidents must be reported to Festival Operations

Centre

Incident report forms are also available from the centre

The incident report will detail what you saw and did – this is

important for continuing to provide a safe work place

EMERGENCIES & FIRST AID

St Johns First Aid and ACT Ambulance Service are available

on site for duration of Festival

Please advise Festival Staff of all emergencies immediately

Contact Festival Operations Manager regarding any pre-

festival emergencies

EMERGENCIES & FIRST AIDWhat to do if somebody injured:

Remain calm

Assess injury

If injury life threatening contact 000/ FOC to require ambulance

and advise festival management

Do not move injured party unless increased risk of danger

EMERGENCIES & FIRST AID

What to do if somebody injured:

Ensure area safe and poses no further risk

Barricade area from general public

Assist festival management, emergency services as required

Complete an incident report as soon as possible after the

incident

TRADING HOURS

Stallholders encouraged to have stalls open and staffed for Festival’s operating hours as follows:

Friday 16th Feb – 1600 to midnight

Saturday 17th Feb – 1100 to midnight

Sunday 18th Feb – 1100 to 1800

All liquor sales MUST cease at 2200 Friday and Saturday

STALLS

All stalls must be marked with stall number and organisation’s name

Do not adjust stalls or move weights

All equipment must be kept inside site boundary – nothing permitted to be stored outside stall (other than gas bottles)

No additional structures/Marquees permitted

Festival volunteers will direct you to your allocated stall

The following MUST NOT be used on tent walls:

Double sided tape

Crepe paper

INSURANCE

All stallholders MUST have current Public & Product liability insurance

(min $10m)

FOOD STALLS All food stall applicants (including community groups, interstate food

businesses & etc.) MUST notify ACT Government Health Directorate’s

Health Protection Service (HPS)

Food businesses that have a current ACT Food Business Registration

with the Health Protection Service do not need to complete a Declared

Event Food Business Registration. These businesses must display

their current Registration certificate at all times during the event.

All other food businesses (including community groups, food businesses

and food vans registered in another state) must apply for a Declared

Event Food Business Registration (attached) to be permitted to operate a

food stall at the NMF 2018. Applicants will also be required to complete

IM ALERT Food Safety Training prior to approval:

http://www.health.act.gov.au/public-information/businesses/food-safety-

regulation/im-alert-food-safety-training

If your application is approved, you will receive a Declared Event

Registration Certificate. You must display your certificate in your stall at

all times during the festival.

Please ensure you submit your registration application as early as

possible and directly to the Health Protection Service as detailed on the

Page 3.

FOOD STALLS

All food must be protected from contamination in accordance with

the Australia/New Zealand Food Standards Code

Public Health officers will monitor food stalls during the festival

Food handlers MUST take reasonable precautions to protect food

from contamination

Temperature control – food should be maintained at <5C or

>60C

FOOD STALLSUSE OF LP GAS

Cylinders must not be damaged, rusty or more than 10 years old

Gas cylinders must be outside caravan or structure

Spare cylinders, full & empty, must be stored externally

Cylinder must not block exit ways

Cylinders must be on a level, non-combustible surface

Cylinders must be upright & secure

Cylinder safety outlet must face away from structure

FOOD STALLSUSE OF LP GAS

Cylinders stored away from public

Has a competent person checked all appliance and cylinders

Are supply pipes or hoses in good condition

Check all joints and connections for leaks with soapy water

Ensure all combustible materials clear of appliance

Ensure suitable fire extinguisher and fire blanket available (must have

one fire blanket for each deep fryer unit)

Ensure appropriate first aid kit available

LIQUOR PERMITS

All stallholders supplying liquor MUST have a current liquor permit

NO GLASS POLICY – liquor must not be served in glass containers

All liquor must be sold in open containers

All Permit Holders must comply with principles of Responsible Service of Alcohol

All Permit Holders must sell food and provide free drinking water for patrons

ALL LIQUOR SALES MUST CEASE AT 2200 Friday and Saturday and at 1700 Sunday

LIGHT & SOUND

Each stall fitted with one light

Additional lighting & sound systems including amplified music not

permitted without prior permission from NMF

CAR ACCESS TO THE NMF FOOTPRINT

All the vehicles accessing the 2018 National Multicultural

Festival during the bump in and bump out period, including

delivery, cool room trucks and Vans must be out on the footprint after

bump in period.

Bump in:

Friday: 10am to 2pm

Saturday: 6am to 10am

Sunday : 6am to 10am

Bump Out:

Friday: After Midnight

Saturday: After Midnight

Sunday : After 6pm

VOLUNTEER MANAGEMENT: NEED TO KNOWVOLUNTEERING IS TIME WILLINGLY GIVEN FOR THE COMMON GOOD

ANDWITHOUT FINANCIAL GAIN

Nearly four in ten Canberrans volunteer, contributing $1.5 billion dollars to the ACT economy each year. Volunteering brings significant individual benefits; it promotes a sense of personal achievement and contribution, plus connection and wellbeing among volunteers.

As a volunteer involving organisation there are a few fundamental things you need to be aware of. These include:

Legal Requirements

If your organisation has one or more paid employees, then your volunteers have rights and responsibilities under the Work Health and Safety Act 2011.

Under WHS laws your organisation has a duty of care to ensure the physical and mental health and safety of all workers, including volunteers.

Your organisation may also be required to have your volunteers checked as part of the Working with Vulnerable People Scheme. More information can be found on the Access Canberra website.

Insurance

If your organisation involves volunteers, you should have Voluntary Workers Personal Accident insurance.

This insurance covers accidental injury or death resulting from involvement in authorised voluntary activity. Cover can also be provided for weekly benefits to compensate volunteers for lost income or out of pocket expenses.

We recommend that you seek professional advice to understand the types of insurance your volunteer involving organisation needs.

Volunteer Roles

It is important that all volunteers working with your organisation have defined roles and written position descriptions.

Position descriptions outline each party’s expectations, and defines what is in and out of scope. This document is important for ensuring that volunteers work within their role and are covered by your insurance.

Induction and Training

As part of your duty of care requirements you are required to ensure that all

volunteers are informed and have the requisite knowledge and training to

perform their role.

Providing sufficient information and training is also important to meet your

requirements for insurance and work, health and safety.

Recognition

Recognising volunteers for their effort is an absolutely essential part of

volunteer management. All volunteers should feel valued and should be able to

understand how their involvement makes a difference.

Want to know more?

Contact Us

e: volunteering@vc-act.org.au

phone: 6251 4060

w: volunteeringact.org.au

Community

Stallholders will not be

allowed to have any

signs advertising a

commercial businesses

Stallholders are not allowed to

set up any Marque or any

additional Structures

behind/ beside or infront of

their allocated stall

Please clean your Stall/ Marquee

when you bump out and make

sure nothing is left behind

Be fair with your prices

REDUCE THE PORTION

Sell More

Reduce your price

DO NOT USE

OTHER

STALLHOLDERS

POWER

This year-we had great difficulty with power. As we were only there for the Sunday, the stalls on either side were using both our PowerPoints. When we arrived to set up, it was very awkward requesting our PowerPoints back. We only got one back in the end. There were language barriers, and the other stalls were in the middle of cooking etc so it appeared not a "good time" to "unplug". Also the stalls on either side used our stall area to house equipment/stock. Again it took an unreasonable amount of time to clear the area for our equipment.

Feedback from 2017 Stallholder

STALL FURNITURE

• Stallholders are required to go to the collection centres in each area

and collect their allocated furniture (2 Chairs and 1 table per 3X3

stall) – (4 chairs and 2 tables per 6X3 Stall).

• Stallholders are required to sign in and return it at the end of each

day and sign the form.

• If the furniture are not returned to the collection centres the

stallholders will be charged by the contractors directly.

• Volunteers and area Wardens will direct you to find the nearest

collection centre on the day.

ACCESSING THE FOOTPRINT DURING BUMP IN AND BUMP OUT

All Cars accessing the footprint during bump is must be out of the footprint by

2pm on Friday – 10 am on Saturday Sunday.

No Car is allowed to access the footprint before midnight on Friday and

Saturday and 6pm on Sunday.

Security and traffic Management officers may hold cars during bump in and bump

out if too many cars are already on the footprint.

Cars parked on the Festival footprint outside of the nominated hours will be

booked immediately by the 24hrs onsite parking inspectors.

HOW TO DRIVE ON THE FESTIVAL FOOTPRINT • Allocation letter must be attached to the front windscreen of your car

the whole time (During bump in and bump out period)

• With out the letters attached to the front windscreen cars will not be

allowed to access the footprint.

• The Maximum speed limit is 10 km per hour

• Hazard lights must turned on

COOL ROOMS

Authorised Cool room Sizes:

2200 HIGH

1500 WIDE

2050 LONG

Email:

NMFstallholder@act.gov.au

Phone:

6207 1380